Collection Letter Template Pack
                        Staying on top of outstanding debtors is crucial if you want to maintain 
                                      the cash flow in your business. 
                        How you correspond with clients who have unpaid accounts will make 
                        or break your debt recovery, so we’ve put together this template pack 
                                  to assist you with the process. It contains:
                          A reminder letter template
                          When an invoice is unpaid and lapses the payment due date, our first recommendation is to re-send the in-
                          voice with a reminder letter. This is a friendly letter that helps you maintain the business relationship while 
                          requesting payment of overdue invoices. More than one reminder can be sent to a client before sending 
                          across a Letter of Demand.
                          In addition, we encourage one or two follow up phone calls during this time where we urge you to remain 
                          calm, confident and have all the information about the debt at hand. Maintaining contact with a debtor 
                          can help identify the reasons for overdue payments. At times, the debtor may be facing cash flow issues 
                          themselves.
                          A ‘Letter of Demand’ template
                          If reminder letters and polite calls fail to resolve the unpaid invoice within the next 7 days, a ‘Letter of 
                          Demand’ can help you take the next step in the debt recovery process. From our perspective, it’s best to 
                          attempt to resolve any disputes outside of the court where possible–it offers the opportunity to salvage a 
                          business relationship while saving you money.
                          A letter of demand states how much you are owed, what for, when the invoice needs to be paid, and any 
                          potential considerations for legal action. 
                          Tips: 
                              The letter templates can easily be adapted to be sent via email if this is your preferred form of 
                              correspondence.
                              When sending reminder letters and calling clients with overdue payments, avoid getting personal. Unjustified 
                              threats or intimidation tactics will work against you if you take legal action down the track. Maintain a 
                              professional approach during all correspondence, regardless of how difficult the client may be.
                  Template: Reminder Letter
                       Print on your business letterhead
         [date]
         [debtor's name & address]
         Dear Sir/Madam [or name of the person if known],
         RE: Our records show your payment is overdue
          
         Hi [insert name],
         This is a courtesy letter to let you know that your payment of [amount] for 
         [products/services] is now overdue. The most recent payment we received was on 
         the [insert the last payment date], therefore the total outstanding balance is now 
         [total outstanding balance].
         We have enclosed a copy of our invoices relating to this account. 
         We would greatly appreciate your payment for this outstanding amount at your 
         soonest possible convenience. We draw to your attention that the [products/
         services] were supplied to you on the [date]. Our terms of trade stipulate that 
         payments are to be made in full within [payment term days]. We kindly request 
         that you make the necessary payments using the payment options below:
         [Payment methods]
         If there is any difficulty with the account, please discuss this with us as soon as 
         possible. 
         Yours Sincerely,
         [Your name, address and other contact details]
                 Template: Letter of Demand 
                       Print on your business letterhead
         [date]
         [debtor’s name & address]
         Dear Sir/Madam [or name of the person if known],
         RE:  Letter of Demand
         I am writing concerning the amount of [amount] which was due to be paid on 
         [date] and remains outstanding despite our requests for payment.
         This amount relates to*:
           goods supplied to you by us at your request, and being [insert a brief 
           description of the goods and any relevant dates];
           services provided to you by us at your request, and being [insert a brief 
           description of the type of service and any relevant details];
           monies due to us pursuant to the terms of our contract dated [date] and being 
           for [insert a brief description].
         <*choose one of the options above and delete the remaining>
         Attached is a copy of the original invoice to you dated [date] / a copy of our 
         contract.*  
         <*amend the above to refer to any documents you are attaching to evidence the 
         amount owing.>
         To avoid further action being taken, please ensure the full amount is paid using the 
         below payment options within [number of days] from the date of this letter.
         [Payment methods]
         If this matter is not resolved by the time specified above, we reserve the right to 
         commence legal action to recover the debt without further notice to you and this 
         letter may be tendered in court as evidence of your failure to pay.
         Yours Sincerely,
         [Your name, address and other contact details]
               Need assistance with debt recovery?
               If you’re struggling with unpaid accounts and need help collecting your debts, feel free to reach out to our 
               team–debt collection is what we specialise in. With over 20 years of experience under our belt, we have 
               perfected our process and can offer you:
                            No joining fees or lock-in contracts
                            A ‘no resolution = no commission’ fee structure
                            A dedicated account manager
                            A higher chance of recovery and retention over doing it in-house
                          Submit Your Debts
                                                                                            Commercial Agent’s Licence No. 2200113
                                                                                            Email:     info@profcoll.com.au
                                                                                            Address:   5/49 Sherwood Rd.
                                                                                                       Toowong, Brisbane
                                                                                                       QLD 4066
         © Copyright 2017 — Professional Collection Services